Wedding Guest List & RSVP Manager
Track RSVPs, plus-ones, meal selections, and thank-you notes in a private, client-side spreadsheet. Export to CSV for your caterer or calligrapher with zero login required.
Includes confirmed plus-ones
Needs follow-up text/call
Polite regrets received
| Guest Name | Party / Circle | RSVP Status | Plus-One | Meal Choice | Table | Action |
|---|---|---|---|---|---|---|
| Sophia HayesGluten-Free | Bridal Party | Yes (Liam Vance) | Table 2 | |||
| Marcus Sterling | College Friends | No | Table 3 | |||
| Eleanor Vance | Immediate Family | No | Table 1 | |||
| Arthur Vance | Immediate Family | No | Table 1 | |||
| Tyler Reed | High School | Yes | — | |||
| Hannah WrightVegan | College Friends | No | Table 3 | |||
| David Kim | Coworkers | No | — | |||
| Clara JenkinsVegetarian | Bridal Party | No | Table 2 |
What This Tool Does
Tracks your wedding invitation list, household parties, plus-ones, physical mailing addresses, RSVP replies, entree choices, and post-wedding gift thank-you notes in one private browser database.
How to Use This Guest List Manager
Add guests individually or group them by household party (e.g. The Miller Family).
Assign plus-one permissions and designate whether children are included.
Record RSVP responses (Attending, Declined, or Pending) and note specific dietary restrictions.
Export a clean spreadsheet CSV ready for envelope addressing and caterer headcount verification.
Statistical Acceptance Rate Formula
Total expected attending guests follows the 85/70 rule: Local guests accept at ~85%; out-of-town guests accept at ~70%; destination weddings accept at 50–60%.
Planning Assumptions Used in This Model
Sample Guest List Status for 150 Invited Guests
Expected breakdown based on geographical proximity.
| Guest Segment | Number Invited | Expected Decline % | Projected Attending | Estimated Catering Cost (@ $110/head) |
|---|---|---|---|---|
| Local Guests (Under 1 hr drive) | 90 Guests | 15% Decline | 77 Attending | $8,470 |
| Out-of-Town (Domestic flight/long drive) | 45 Guests | 30% Decline | 31 Attending | $3,410 |
| International / Far Destination | 15 Guests | 50% Decline | 8 Attending | $880 |
| Total Wedding Summary | 150 Invited | 22.6% Overall Decline | 116 Attending | $12,760 total food & bar |
Note: Never invite more guests than your venue fire capacity can legally hold on the assumption that 20% will decline.
Let Guests Record Voice Messages With Their Photos
WedShare Standard and Pro packages include an Audio Guestbook. Guests record heartfelt voice wishes directly in their mobile browser alongside their photos.
Common Questions About Guest List Manager
When should we set our RSVP deadline?
Set your RSVP deadline 4 weeks before your wedding date. This gives you 1 to 2 weeks to track down non-responders before your venue requires final catering headcounts (typically 14 to 21 days out).
How do you handle B-List invitations politely?
Send your A-List invitations 10 to 12 weeks out with an early RSVP deadline. As declines arrive, send B-List invitations immediately. Ensure B-List RSVP cards have a matching realistic reply date.
What percentage of wedding guests actually RSVP on time?
Typically only 60% to 70% of guests RSVP by the deadline date. Expect to text, call, or email the remaining 30% of guests during the week following your deadline.
Related Free Wedding Tools
Seating Chart
Organize reception tables, drag-and-drop guest seats, balance capacities, and track catering dietary restrictions in real-time.
Invitation Wording
Generate flawless wedding invitation wording based on who is hosting, formality level, and event structure. Copy formal, modern, and casual templates instantly.
Cost Calculator
Calculate realistic wedding budget estimates based on guest count, geographic region, vibe, and vendor priorities. Grounded in actual industry data.
Recommended Planning Articles
How Many People to Invite to Your Wedding: Formulas, Budgets & Decline Rates
Calculate your ideal wedding guest count. Balance venue fire codes, per-person catering costs, and typical 15–20% decline rates without overbooking.
Wedding RSVP Wording: 20+ Examples, Card Formats & Etiquette
Craft clear, unambiguous wedding RSVP cards. Copyable templates for formal dinners, funny contemporary cards, online RSVPs, and polite late-reminder texts.
Wedding Plus-One Etiquette: The Definitive Rules on Who Gets One and Who Doesn’t
Navigate delicate plus-one decisions with confidence. Clear boundaries for married, cohabiting, and single guests, plus polite scripts to decline unexpected requests.